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March 14, 2016, Finance Committee Meeting. Minutes

Finance Committee · Record date 2016-03-14 · Record ddb81bce24cf21f3d9

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Tovv~~ ~f Cant~~ G~o~ance Committee                   Minutes voted on: 3/30 16
                                             Meeting Minutes                            Vote: 9-0-0
                                         Monday, March 14, 2016


 P~i~~r~~~~~ ~~esent:
 Rob Barker, Sepp Bergschneider, Jim Casamento, Gerald Dorfman, Nichola Gallagher, Dianne
 Gustafson, Stephanie Leach, Tim McKenna, Barbara Saint Andre and Jim Sims.

 Members Absent:
 All members were present at the meeting.

 Guests Present:
 John Bonnanzio, Member, School Committee
 Bob Golledge, Chair, School Committee
 Jen Henderson, Interim School Superintendent
 Barry Nectow, School Business Administrator
 Jim Murgia, Finance Director
 Ellen Jones, Finance Committee Secretary

Opening: A meeting of the Canton Finance Committee was called to order by Chair Saint Andre at
7:00 p.m. on Monday, March 14, 2016 in the Salah Meeting Room of Town Hall.

A.      Approval of Agenda

Chair Saint Andre reviewed the items on the agenda.

~.      Announcements

There were no announcements.

C.      New Business

school Department — FY17 Budget Request, Capital Request, Revolving Funds ~ ATM

 M r. Golledge and Mr. Nectow presented information regarding the School Superintendent's FY17 budget
(see meeting handout) request as follows:
      • At the suggestion of the Finance Committee, the School Department has been using more of their
          revolving accounts.
      • The School Committee had originally voted a budget that represented a 5.6% increase over the
          prior year. This increase had been based on a target number that had been recommended by
          the Revenue Forecasting Committee.
     • The School Committee had been made aware that the Finance Committee was recommending
          budget increases of 4% or a total of $37,710,394.
     • At the last School Committee meeting on March 10, the Committee voted a budget increase of
          5% or a total budget of $38,077,710. This was the budget that the School Committee was
          presenting to the Finance Committee at the meeting.
     • The contractual salary obligations, and no other increases would represent a 3.16 %increase or
          a total increase of $1,146,794 over FY16 which would leave .85% for other budget items.
     • Mr. Golledge stated that while the School Committee understands the Finance Committee's
          request for only 4% increases, the School Committee cannot comply with this, especially with the
         3.16% contractual obligations.

The areas that the School Committee has been targeting on include the following:
   • Mental Health —Data and statistics from a survey indicate that there are a number of students
       that have school pressures and have even thought of suicide. The FY17 5% budget request
       includes items to help assist in those areas.
       Test Results —Overall the district is doing well but there are at-risk students. The budget
       includes requests to help with this.
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Chair Saint Andre asked for clarification on the budget numbers
    • A 5.64% budget increase would represent a total budget of $38,304,769.
    • The kindergarten article is not included in the budget.
    • Mr. Nectow confirmed that there are funds in the regular budget of $655,000 for the kindergarten
         budget that would stay in the budget going forward.
    • The delta between the 4% budget and 5% budget is approximately $367,316 which is mainly
         personnel.

 M r. Golledge explained some of the requests:
      • Priority Level 1 requests include 9.2 FTEs ($523,422) with new positions such as Home School
           I nterventionist, aGuidance Counselor and a Districtwide Nurse. A Home School Interventionist
          works with the student and the parent when the student is in crisis. If a student is sent out for
          hospitalization, the Interventionist helps to reintegrate the student.

M r. Sims questioned the $183,000 salary for the new incoming Superintendent, as he did not see the
$20,000 increase figured into the FY17 budget yet. Mr. Golledge confirmed that the $183,000 was built
i nto the budget.

Ms. Henderson confirmed that there would be 5-6 new positions out of the 9.2 FTE's. These new hires
would affect other areas of the fixed costs budgets such as health insurance. She also explained that the
request for Instructional Curriculum Coaches would be to support the elementary principals with
curriculum planning. The Galvin Middle school and High School already have department chairs that help
out with curriculum.

Chair Saint Andre clarified the budget numbers further:
    • The budget of $38,304,760 was cut by $227,050 to get to the 5% budget total of $38,077,710.
    • An additional $367,316 would have to be cut to get to the 4% budget of $37,710,394.
    • If everything from the Priority II list plus another $220,000 from the Priority I list were cut, it would
         leave approximately $305,000 (other than the contractual obligations) for other increases.

Ms. Henderson explained that the areas that would be affected if they were forced to cut another
$367,316 from the budget would be class sizes in particular for math, technology and engineering
courses for the science area and world language. In the mental health area alone, school psychology is
seeing approximately 95 students in one week at the elementary level. To date, student visits to the
district nurses total approximately 27,000.

    •   Student enrollment this year is 3,325 with 62 students being placed out of district.
    •   Student enrollment for FY17 is projected to be 3,329 with 60 out of district.

M r. Casamento inquired if there were opportunities for reduction in the budget or other areas for savings.
Mr. Nectow has looked at the utilities budgets and there could be some savings, but not enough that Mr.
Nectow would want to decrease the budgets. Mr. Nectow sees a cushion in the utilities budgets as a
potential help if there were shortages in the SPED out of district tuition budget. Mr. Nectow will have a
better indication of how the budgets are trending once the third quarter numbers are reviewed.

M r. McKenna agreed that while new positions might be necessary, as a member of the Finance
Committee they would not want to have the risk of having to lay people off in the future if the economy
should change.

I n response to Ms. Gustafson's inquiry about any attrition being built in the budget, Mr. Nectow did not
have a headcount or a specific dollar amount.

   •    Anew full-time Administrative Assistant position is being requested at a cost of $50,000. This
        position would primarily support the Superintendent, the Business Office and the Facilities office.
        The work is currently being done by a few individuals through overtime.

    s   Course Reimbursement Contractual Obligations is being requested at a cost of $25,000. Each
        teacher is eligible to be reimbursed up to $1,250 per year under the 3-year contract. This benefit
        has increased from $1,000 per year to $1,250 per year.

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Mr. Nectow has recently made changes as to how expenses are treated in the regular budget.
        Prior to this year salaries were not encumbered. Mr. Nectow has been working with Mr. Murgia
        and the Town Accountant to encumber salaries. This will allow the Business Administrator to
        have a better indication of how their spending was at any point in time. Mr. Necfiow stated that he
        presents a quarterly report to the School Committee and he is comfortable with how the budget is
        trending. He primarily focuses on the bottom line number.

        M r. Sims inquired about the heating fuel budget. The actual expenses for FY14 ($217,000) and
        FY15 ($278,000) have been much tower than the FY16 budget of $349,000.

    •   The electricity expenses for FY14 ($510,000) and FY15 ($571,000) were lower than the FY17
        budget of $694,000. Mr. Murgia explained that any net metering solar credits are deducted from
        the electric charges for fihe Galvin Middle School and High School. The FY15 electricity
        expenses for the Galvin Middle School were $78,000 while the FY16 budget is $140,000. The
        FY15 electricity expenses for the High School were $223,000 while the FY16 budget is $300,000.

Ms. Gustafson stated that the Finance Committee has been suggesting to departments that if expenses
are consistently over or under budget over a number of years that departments take this into account and
adjust for this in their budget requests.

Article 18 —Vote to Approve Funding for Traffic Studies — Mr. Golledge indicated that as a School
Committee they have not discussed Article 18 or any traffic signage requests for the Luce School area.

There was no discussion with the School Committee about their $600,000 cash capital requests or their
debt requests for FY17.

Article 3 —Hear Reports of Committees Appointed at Prior Town Meetings — Mr. Bonnanzio
indicated that he would not be making a report on behalf of the School Building Study Committee (SBSC)
because the SBSC no longer exists. Mr. Bonnanzio is a member of the Building Use Committee. The
Building Use Committee makes a recommendation to the Revere Heritage Committee who then makes a
recommendation to the Board of Selectmen.

Article 19 —Vote to Approve Free Full Day Kindergarten — Mr. Golledge stated that the School
Committee has prepared to deal with free full day kindergarten in two manners: 1) if ATM passes the
article and free full day kindergarten is implemented or 2) if the article does not pass and the program is
not implemented. If the Town implements free full day kindergarten, there could be some savings with
the elimination of the mid-day bus. Ch. 70 aid is an incentive for Canton offering free full day
kindergarten. The School Committee is looking for $500,000 under Article 19 to fund the kindergarten
program. The Kindergarten revolving account of $125,000 would help supplement the program as well.
The increase in Ch. 70 aid is estimated to be $251,000. The total cost to operate the full day
kindergarten program would be $619,860. An amount of $494,860 would be needed under Article 19 to
replace the fee revenue that would no longer be collected.

Mr. Murgia spoke about his reluctance to use free cash to supplement an operating budget. He stated
that next year when the budgets are set, the $500,000 would be deducted from the school budget at the
start of the FY18 budget setting process. He cautioned that hiring two additional employees for the
kindergarten program would most likely result in two more benefit plans. He suggested that the School
Committee review again the assumptions and consider not hiring the two additional positions. Mr. Murgia
also stated that when Governor Baker released his version of the budget and Roger Hatch recalculated
the Ch. 70 to Canton, the aid dropped in half from X500,000 to $250,000.

The shortfall for the kindergarten program is $619,000 which will carry on to next year. There will no
longer be X125,000 of revolving fund to supplement this. The amount of $619,000 less the Ch. 70 aid of
$251,000 leaves a balance of $350,000. The $350,000 would represent approximately 1% of the
recurring revenue for next year.

M r. Casamento asked the School Committee if they had a plan for next year to cover the shortfall of
i mplementing the kindergarten program. Mr. Golledge indicated that there was a risk involved with having
a shortfall after the first year of implementation of the program, but that COLA's would be less of an
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impact in FY18 with a 2% COLA increase as compared to a 2.5% COLA increase for FY17. Mr.
Casamento questioned if the School Department should really be increasing the budget by adding 10.70
FTEs.

 Discussion of Estimated Cash Reserves —Free Cash, Overlay Reserve &Stabilization Fund
(see meeting handout)

Mr. Murgia presented information regarding the Town's estimated cash reserves and the estimate of
additional free cash as follows:
    • Certified free cash as of 6/30/15 was $3.8 million.
    • The Assessor's overlay reserve as of 6/30/15 was $3.0 million.
    • The Stabilization Fund as of 6/30/15 was $5.6 million.
    • The total reserves as of 6/30/15 was $12.4 million which is 15.0% of budget which is an adequate
         percentage for a AAA bond rating community.
    • If the Town did not spend any free cash at 2016 Town Meeting, the Town would have reserves of
        $15 million or 17.5% of budget at the end of FY16.
   • The estimated new growth for FY16 is estimated to be approximately $1 million better than
        budgeted.
    • Motor vehicle excise tax bills will bring in approximately $750,000 more than budgeted for FY16.
    • There is approximately $2 million of new revenue that has been identified beyond the budgeted
        amount.
    • Mr. Murgia stated that the Town is having a good year and hopes that the Town considers
         building up the cash reserves, as the bond rating agencies would expect to see an increase in the
        reserves.
    • Mr. Murgia had recommended on the Estimated Cash Reserves list that $300,000 of free cash be
        used for the full day kindergarten instead of $500,000.

Ms. Gustafson spoke about the benefits of leaving unused levy capacity such as $500,000 for use for
capital projects in future years or for use in bonding of projects such as a new school building. Unused
levy capacity from a previous year would also allow the Town to increase greater than the typical 2~/z%
increase in a year in which there might be contractual costs that need to be covered.

Article 25 —SPED Stabilization Transfer —The School proposed Article 25 as a placeholder in the
warrant and would not be making a motion on this article.

Article 44 —School Department Office Building Construction- Mr. Bonnanzio stated that there had
been indications made to them that the Rolling Mill and Barn were not being offered to the School
Department as space for School Administration offices. It has also been indicated to them that they have
received mixed support as to even the use of land at the Revere Heritage site for building astand-alone
building for school administration offices.

M r. Golledge inquired about the possibility of funding a building needs assessment study under Article 44.
They asked if they could substitute this needs assessment under Article 44. Town Counsel would have to
review the legality of this new motion under Article 44.

I n response to Ms. Gustafson's hope that an override would not be needed if a new school were to be
built in the distant future if unused levy capacity or other reserves could be grown over future years,
Mr. Golledge doubted that it could be done without an override.

The discussion with the School Department and School Committee ended at approximately 8.30 p.m.

The Finance Committee discussed and voted the following Town Meeting Articles:


Article 8 —Pay Prior Year Bills

A motion made by Mr. McKenna that the subject matter of Article 8 be indefinitely postponed was
seconded by Mr. Barker. Vote: 10-0-0.


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Article 12 — "Omnibus" Capital Outlay Program - Mr. Sims read language from the Town's Capital
Planning Committee (CPC) by-law Article 16 Section 17A: Capital Planning Committee, Subsection (h) as
follows

"(h). ..The one-year balanced plan will recommend to the Finance Committee those Capital Expenditure proposals
that the Committee believes should be approved by the ensuing annual town meeting and the method (Cash Capital
or Debt Capital) offinancing same.. . . . The Committee prepared capital plan shall include:(1) a concise summary of
its contents;(2) a listing of Capital Expenditures proposed to be undertaken in the five fiscal years next ensuing;(3)
cost estimates and (4) method of financing (Cash Capital or Debt Capital)."

Mr. Sims does not believe the CPC by-law allows capital expenditures to include the use of free cash
d uring the capital process. Mr. Murgia is not in agreement with Mr. Sims' interpretation of the By-Law.
Town Meeting has in the past approved the use of free cash for capital projects.

Article 12 Motion 1

A motion made by Mr. Bergschneider that Article 12 Motion 1 be approved as written in the
warrant was seconded by Mr. Barker. Vote: 10-0-0.

Article 12 Motion 2

A motion made by Mr. Barker that $600,000 be appropriated from the FY17 tax levy for Municipal
cash capital purchases was seconded by Mr. Bergschneider. Vote: 10-0-0.

Article 12 Motion 3

A motion made by Mr. Barker that $600,000 be appropriated from the FY17 tax levy for School
cash capital purchases was seconded by Ms. Gallagher. Vote: 10-0-0.

Article 12 Motion 4

A motion made by Mr. Barker that $700,000 be appropriated through borrowing for the purchase
of a Fire Engine was seconded by Mr. Bergschneider. Vote: 10-0-0.

This debt request is for inside the tax levy and is not to be paid out of the ambulance fund.

Article 12 Motion 5

A motion made by Ms. Gallagher that $868,388 be appropriated through borrowing for the purpose
of a turf field and track at Memorial Field and replacement of a phone and voicemail system was
seconded by Mr. Barker. Vote: 9-0-1. Mr. Sims abstained from this vote.

Article 12 Motion 6

A motion made by Mr. Barker that $284,000 be appropriated through borrowing (to be paid from
Ambulance Receipts Reserved for Appropriation Account)for the purpose of purchasing an
ambulance was seconded by Ms. Gallagher. Vote: 10-0-0.

Article 12 Motion 7

A motion made by Ms. Gallagher that $142,000 be appropriated from free cash for the purpose of
Senior Center Parking Lot Repairs was seconded by Mr. McKenna.

While many of the FY17 capital requests are much-needed items, a few of the Finance Committee
members expressed surprise and concern about the use of free cash for capital expenditures.

M r. Murgia stated that the use of free cash for capital items was not a new method of funding capital
requests. In 2013 Town Meeting approved $1,360,000 for free cash for the Senior Center and in 2014
$895,000 of free cash was approved for the Shepard Pond Dam repair project. Mr. Murgia stated that he
takes full responsibility for the suggestion of using free cash to fund capital projects. It was not the BOS

20160314 FINCOM MINUTES                          Page 5 of9                                          03/15/16

that had made the suggestion. The Bond Rating Agencies favorably regard the use of cash reserves
 instead of borrowing for the purchase of capital items.

 A member stated that they preferred to delay the vote on Motion 7 until they receive clarification from Mr.
 Trotta regarding the drainage issue with the project.

A motion made by Mr. McKenna to table the vote for Article 12 Motion 7 until the next Finance
Committee meeting was seconded by Mr. Dorfman. Vote: 10-0-0.

Article 12 Motion 8

A motion made by Mr. Barker that $330,000 be appropriated from free cash for the purpose of
replacing an Elm Street Culvert and the Bailey Street Drainage project was seconded by Mr.
Bergschneider. Vote: 8-1-1. Mr. Casamento voted in opposition to this motion while Mr. Sims
abstained.

Article 12 Motion 9

A motion made by Mr. Barker that $404,500 be appropriated through a transfer from the Water
Enterprise surplus (retained earnings) was seconded by Ms. Gallagher. Vote: 10-0-0.

M r. Murgia stated that the Town's insurance company would be paying out a $50,000 claim for an
insurance claim filed for the damage to the Neponset Street Water Treatment Facility during last year's
harsh winter. The $50,000 insurance proceeds would be transferred back to the Water Enterprise Fund.

Article 12 Motion 10

A motion made by Mr. Bergschneider that $207,500 be appropriated though a transfer from the
Sewer Enterprise surplus (retained earnings) was seconded by Mr. Barker: Vote: 10-0-0.

Article 12 Motion 11

A motion made by Mr. Bergschneider that $356,000 be appropriated from free cash for the
purpose of LED Streetlights was seconded by Mr. Barker.

A savings benefit from implementing LED Streetlights would be realized in FY18. The fixed costs budget
for street lights would eventually be lowered in the FY18 budget.

Vote: 9-1-0. Mr. Casamento voted in opposition to Motion 11.

Article 12 Motion 12

A motion made by Mr. Bergschneider that $100,000 be appropriated through a $65,700 transfer
from the ADA renovations balance and through a $34,300 transfer from the Pequitside Farm
Rentals Revolving Fund (Fund #134) was seconded by Mr. Barker. Vote: 10-0-0.

Article 14 —Approval of Funding for the Annual 4t" of July Community Celebration

A motion made by Mr. Bergschneider that $30,000 be transferred from free cash for the purpose of
funding the Annual 4t" of July Community Celebration which funds shall be available in FY16 was
seconded by Mr. Barker.

Mr. Casamento spoke in opposition to this motion because he stated the funds should be included in the
Parks &Recreation operating budget going forward. Ms. Gallagher spoke in support of this motion
because it gives the Town the annual opportunity to vote this funding down in case of a downturn in the
economy.

Vote: 9-1-0. Mr. Casamento voted in opposition to Article 14.


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Article 17 —Increase Stabilization Fund — Mr. Murgia suggested that Article 17 be voted at a future
Finance Committee meeting.

Article 18 —Vote to Approve Funding for Traffic Studies

A motion made by Mr. Barker that $95,000 be appropriated from free cash for the purpose of
funding traffic signage and a study was seconded by Mr. McKenna.

Mr. Casamento spoke in favor of using mitigation funds instead of free cash.

Vote: 3-7-0. Ms. Saint Andre, Mr. McKenna and Ms. Leach voted in support of Article 18. The motion
failed.

A motion made by Mr. Casamento that the subject matter of Article 18 as printed in the warrant be
indefinitely postponed was seconded by Mr. Sims. Vote: 7-3-0. Ms. Saint Andre, Mr. McKenna and
Ms. Leach voted in opposition to indefinitely postpone Article 18.

Article 19 —Vote to Approve Free Full Dav Kindergarten

A motion made by Mr. McKenna that $495,000 be transferred from free cash for implementing free
full day kindergarten in FY17 was seconded by Ms. Saint Andre. Vote: 7-3-0. Mr. Bergschneider,
Mr. Dorfman and Mr. Sims voted in opposition to this motion.

Article 20 —Vote to Approve Full-Day, Tuition Free Kindergarten

A motion made by Mr. Bergschneider that the subject matter of Article 20 as printed in the warrant
be indefinitely postponed was seconded by Ms. Gallagher. Vote: 10-0-0.

Article 23 —Additional Local Appropriation to Supplement the Commonwealth's Chapter 90 Roads
Program

A motion made by Mr. McKenna that $200,000 be appropriated by a transfer from free cash for the
purpose of supplementing the amount received from the Chapter 90 Roads Program was
seconded by Mr. Bergschneider.

Mr. Sims stated that road improvement projects were becoming so expensive in nature that they should
be considered and funded through the capital process. Ms. Gustafson spoke in support of setting aside
6% of recurring revenues for capital projects, instead of the current practice of setting aside 5%, in order
to provide additional funding for road improvement capital projects. Mr. Murgia clarified that the Town of
Braintree funded road improvements through debt services, however, debt service for road improvement
projects cannot be paid with Ch. 90 funds.

Vote: 9-0-1. Mr. Sims abstained from the vote.

Article 25 —SPED Stabilization Transfer

A motion made by Mr. Bergschneider that the subject matter of Article 25 as printed in the warrant
be indefinitely postponed was seconded by Mr. McKenna. Vote: 10-0-0.

Article 37 —Amend Zoning By-Laws —Manufacturing and Light Manufacturing Definitions —

Mr. McKenna stated that he has contacted the Town Planner for clarification on Article 37 and is awaiting
a response.

Article 41 —Amend Zoning Map by Changing Designation from Industrial to General Residence

A motion made by Mr. McKenna that the motion presented by the Planning Board to Town Meeting
for Article 41 as written in the warrant be adopted was seconded by Mr. Bergschneider.
Vote: 10-0-0.

20160314 FINCOM MINUTES                       Page 7 of9                                      03/15/16

Article 44 —School Department —New Office Building Construction

 A motion made by Mr. Barker that the subject matter of Article 44 as printed in the warrant be
 indefinitely postponed was seconded by Mr. Bergschneider. Vote: 10-0-0.

 Article 27 —Vote to Approve Term Limits for Elected and Appointed Boards and Committees

 M r. Sims stated that he had sent out a redraft of the motion for Article 27 and that he would like the Article
 to be discussed and reconsidered on Wednesday.

         Other Business/Open Issues

Liaison Reports — Mr. Bergschneider and Mr. Dorfman announced to the Committee that they had
recently attended an MS4 (municipal separate storm sewer system)funding program (see meeting
handout) at the Library that was given by the Neponset River Watershed Association. Mr. Bergschneider
stated that this would not be subject to Proposition 2 ~/2 and that a new Enterprise Fund would have to be
created. The source of revenue for the enterprise fund would be a new fee to the taxpayers approved by
the Board of Selectmen. Annual Town Meeting would have to approve the new Enterprise Fund. Mr.
Bergschneider asked that additional copies of the handout be distributed to all members of the Finance
Committee at the next meeting.

         Approval of Minutes

A motion made by Mr. McKenna to approve the February 19, 2016 minutes as amended with
language in the minutes to indicate that Mr. Braconi had reached out to his precinct contact on
the Blue Ribbon Traffic Study Committee regarding his citizen article was seconded by
Mr. McKenna. Vote: 10-0-0.

A motion made by Mr. McKenna to approve the March 3, 2016 minutes as written was seconded by
M r. Barker. Vote: 10-0-0.


F.    Next Meeting Date: The next meeting would take place on Wednesday, March 16t" in the
Community Room of the Canton Public Library.

Adjournment: A motion made by Mr. Casamento to adjourn the meeting at 9:37 p.m. was
seconded by Ms. Gallagher. Vote: 10-0-0.


Minutes reviewed by: Sepp Bergschneider

Respectfully submitted,



 i

B rb a aint Andre
Chair; Canton Finance Committee




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Town of Can~~~
                          ~u~~r~~~ Cornms~~~~ Meeting ~ Monday, ~'v~~~°~G~ ~i ~~, ~~~i ~

                                          ~i o~~ ~~ ~~~~or~~ C~ando~~~


 Please noted these m~~f~ur~~~ G~~~~9~~~~ U~r~~~ ~8~~ ~~~ ~`~~~~ ~n the T~w~'s web~u~~ ~o~d~~ ~G~~ E'~~~~~9
 Minutes se~~u~W (~~s~~ ~o~G~~~o

 Agenda (1 page).

FY17 Canton Public Schools —Superintendent's Budget Request —Summary, provided by Barry Nectow,
School Business Administrator (4 pages).

 Estimated Cash Reserves, provided by Jim Murgia, Finance Director, dated 3/11/16 (4 pages).

Summary of Revenues and Expenditures, provided by Jim Murgia, dated 3/14/16 (3 pages).

Storm water Utility Scenarios: Town of Canton, Neponset River Watershed Association, provided by
Sepp Bergschneider (2 pages).




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